Email signatures

An email signature is added to the emails a staff member sends from InTouch, both the emails they write on a matter and the automated emails sent on their behalf. A signature can contain data markers, so one signature fills itself in for whichever matter the email is about.

A staff member needs an email address on a domain that InTouch can send from before they can have an email signature. If their domain isn’t set up yet, contact support@intouch.cloud.

Adding an email signature

1. Navigate to Settings > Staff
2. Select the staff member
3. Select Email Signature
4. Type or paste in the signature. To add an image, select the picture icon in the toolbar, then Upload
5. Save

Using data markers in a signature

A signature can use the same data markers as your email and document templates. They’re filled in from the matter when the email is written, so the preview in the compose window shows exactly what will be sent. For example:

Kind regards,
Sarah Connor
Your reference: {{matter.reference}}

When there’s no matter behind an email, matter markers are left blank. recipient markers are always blank in a signature, because the recipient hasn’t been chosen when the signature is filled in, so put those in the email template instead.

Naming who wrote the email

A signature can name two people:

• sender markers are the staff member the email is sent from, whose signature it is
• currentuser markers are whoever is writing the email

They’re the same person unless a colleague writes an email and sends it as someone else, for example an assistant sending from the Fee Earner. Each has fullname, forename, middlename, surname, initials and email, as in {{sender.fullname}}.

This line names the writer only when they’re not the sender. It works for every member of staff, with no name typed in:

{{#if currentuser.guid and currentuser.guid != sender.guid}}{{currentuser.fullname}} on behalf of {{#endif}}{{sender.fullname}}

With Sarah Connor as the Fee Earner and John Connor as her assistant:

Who writes the email	Sent from	The signature reads
John	Sarah	John Connor on behalf of Sarah Connor
John	John	John Connor
Sarah	Sarah	Sarah Connor
An automated email	Sarah	Sarah Connor

Nobody writes an automated email, so currentuser markers are blank in them, while sender still names who it’s from. Keep the {{#if currentuser.guid …}} check, or automated emails will open with “on behalf of”. Emails InTouch sends for you from elsewhere, such as sending an invoice or a form, work the same way. Only emails written in the compose window have a writer.

If an existing signature compares currentuser with matter.feeearner to add “on behalf of”, replace it with the line above. The older version can name the Fee Earner as acting on behalf of themselves.

sender markers only fill in within an email signature. Elsewhere they’re left blank.

Checks when you save

InTouch checks the signature when you save it. If a marker is misspelt, or is missing its closing }}, the signature won’t save and a message explains what to fix.